Tag: research data management

Consent in research – ethics & privacy (GDPR)

To obtain valuable data & insights, research often involves working with human participants and specific methods and tools to obtain information such as surveys, questionnaires, interviews, standardised tests, direct observations, ethnography, recording experiments with volunteers, physical interventions of all sorts,….

Such human participation requires evidence of the voluntary, free, and …

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DMPonline.be: How do I write a Data Management Plan?

DMPonline.be is an online tool to help Ghent University researchers write an effective Data Management Plan (DMP). This tip explains how to use this tool.

What is a DMP?

A Data Management Plan is a formal document that specifies how research data will be handled both during and after a …

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DMPonline.be: when and how to sign in via ORCID?


This tip explains in which situations you might want to sign into and use DMPonline.be via ORCID, and how to do this.


For more general information on how to use the planning tool DMPonline.be, check out the following tips:

  • On …
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EU funding: Open Research Data for ERC grants

What is it about?

The European Commission has been encouraging open access to and reuse of digital research data through the Open Research Data Pilot (ORD Pilot), following FAIR data principles:
All research data should be Findable, Accessible,  Interoperable  and  Reusable  (FAIR). The ERC has adopted this approach for their …

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FAIR: What are the FAIR data principles?

FAIR refers to a set of attributes that enable and enhance the reuse of data (and other digital objects) by both humans and machines. The 'FAIR' acronym stands for:

  • Findable
  • Accessible
  • Interoperable
  • Reusable

The FAIR principles originated in the life sciences, but can also be applied …

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FileSender: introduction

Ghent University offers and recommends the web application Belnet FileSender for sending large digital (workrelated) files. The advantage of FileSender is that you can send large files up to 6 TB for free and in a safe way. You do not have to create an account when you are connected …

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FWO: How do I complete the DMP section in my FWO application?

Data management planning as part of FWO policy

As of 2018, the FWO has made Research Data Management (RDM) a key element of its policy for all support channels. This entails new requirements for researchers regarding data management planning (see the UGent RDM webpages for more details on FWO policy). …

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GDPR: Can I share research data with personal data with other researchers or institutions when my research project has ended?

The GDPR does not prevent research data containing personal data from being shared with other researchers for reproducibility and reuse after the research.

What are the conditions for the reuse of personal data?

  • Sufficient technical and organizational measures must be taken such as pseudonymization, limitation of access to the data, …
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GDPR: how am I transparent to data subjects in my research?

Informing the persons whose personal data are processed (the data subjects) is one of the basic principles and obligations of the General Data Protection Regulation (GDPR).

As a researcher, it is your responsibility to communicate this information to the data subjects in a concise, transparent, comprehensible and easily …

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GDPR: how can I ensure that the processing of personal data is lawful?

The processing of personal data is only lawful if one of the conditions or legal grounds of the General Data Protection Regulation (GDPR) is met.

It is very important to indicate the applicable legal basis for the processing at the start of your research in the GDPR register. The processing …

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GDPR: how can I protect my data correctly?

When you process personal data you have the ethical and legal obligation to ensure that personal data are sufficiently protected.

The basic level of security must always be in accordance with the information security policy of Ghent University. However, additional measures may be necessary specifically for each processing. The …

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GDPR: how do I register personal data processing activities?

Why register processing activities?

The General Data Protection Regulation (GDPR, known as AVG in Dutch) requires that all activities concerning the processing of personal data at UGent and UZ Gent are documented and registered in a 'register of processing activities', the GDPR Register.

This internal registration replaces the …

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GDPR: how long can research data containing personal data be stored?

The General Data Protection Regulation (GDPR) requires that personal data cannot be kept longer than necessary to achieve the purposes for which they are processed (see the ‘storage limitation’ principle).

The RDM Policy framework of Ghent University requires that research data be kept for a minimum of 5 …

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GDPR: what are personal data?

Personal data

The GDPR applies to the use of personal data. The definition of personal data in the context of this law is therefore of great importance.

Personal data are any information about an identified or identifiable natural person. A natural person is considered to be identifiable if he …

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GDPR: what are the basic principles?

The General Data Protection Regulation (GDPR) is based on six basic principles that you must take into account when processing personal data.

Basic principles 1. Lawfulness, fairness and transparency

You are obliged to process personal data in a transparent manner with respect for all applicable laws, regulations and rules. …

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GDPR: what are the different roles and responsibilities according to the GDPR?

Various roles are defined within the General Data Protection Regulation (GDPR) for the processing of personal data. The most important roles are: 

  • Data controller
  • Joint data controller 
  • Data processor

Since controllers and processors have different responsibilities and obligations, it is important that you clearly define these roles (together with …

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GDPR: What do I need to think about when transferring personal data to third countries or international organisations?

If you collaborate with researchers, partners or institutions located in another country, within or outside the EU, in your research, you must pay attention when making personal data accessible, forwarding or exchanging. This also applies when you use processors or subcontractors, for example when you are using websurveys hosted by …

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GDPR: What do I need to think about when using (online) survey tools?

When you use an (online) survey tool for your research to collect personal data, you need to make sure that this survey tool is GDPR compliant and that you follow the GDPR principles when using this tool.

How do I know if an online survey tool is GDPR compliant?

Before …

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GDPR: what do I need to think about when using a mailing list in the context of my research?

As a researcher, you sometimes make use of mailing lists for your research (e.g. sending invitations to participate in a survey/interview) or for your research activities (e.g. sending invitation to an event/conference). Mailing lists consist of postal addresses or e-mail addresses (even purely professional e-mail addresses). These are personal data …

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GDPR: what has changed with regard to the previous privacy legislation?

Although the main components of the previous privacy legislation are largely retained, the General Data Protection Regulation (GDPR) also introduces a number of important changes.

1. Accountability

The former 'obligation to report' to the privacy commission was replaced with 'accountability' whereby you as the researcher must document the processing of …

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GDPR: what information should I include in an informed consent form when the processing of personal data is based on the consent of the data subjects?

To be lawful, the processing of personal data must be based on one of the legal grounds provided in the General Data Protection Regulation (GDPR).

If the processing of personal data within your research project is based on the consent of the data subject as the legal basis, …

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GDPR: what is the General Data Protection Regulation?

When you process personal data for your research, you must follow the rules of the General Data Protection Regulation (GDPR).

The GDPR: new European privacy legislation

The GDPR, which has been in force since 25 May 2018, modernises the existing privacy legislation. It creates a uniform European legislative framework …

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GDPR: what rights do data subjects have, how do I respect them and what exceptions may apply to research?

The General Data Protection Regulation (GDPR) defines the persons whose personal data are processed as data subjects.

As a researcher, you have to take into account that the data subjects can in accordance with the GDPR exercise different rights with regard to their personal data.

1. Right to information …    Read more

GDPR: What should I do if there is a data breach?

A data breach is a security incident that affects the confidentiality, integrity or availability of personal data. Possible incidents that can lead to a data breach are:

  • access to personal data by an unauthorised third party;
  • intentional or unintentional action that affects the security of personal data;
  • sending personal data …
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GDPR: what should I do in the event of further/secondary processing of personal data?

Primary vs. secondary processing

In the case of further or secondary processing of personal data in a research project, the personal data will not be directly collected from the data subjects by you.

If you do collect the personal data directly from the data subjects as part of your research …

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GDPR: what should I keep in mind when designing my research?

Privacy by design

In the design phase of a research project, you normally think about the substance and methodological aspects of your research.

In view of the General Data Protection Regulation (GDPR) it is important to also thoroughly consider and describe the collection and processing of personal data during the …

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GDPR: what should I keep in mind when processing special categories of personal data?

Special categories of personal data (sensitive personal data)

Some personal data belong to the group of “special categories” of personal data: these are personal data revealing racial or ethnic origin, political views, religious or philosophical beliefs, membership of a trade union, genetic data, biometric data, data about health …

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GDPR: What should I think about when I collaborate with others or share my data?

Sharing personal data within Ghent University

Research data with personal data can be shared within Ghent University with fellow researchers (within or outside your research project) under certain conditions for further processing or reuse of the research data. It is important to document and justify this transfer of data in …

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GDPR: What should I think about when processing personal data from minors?

Minors (children below the age of 18 year) have the right to specific protection, as they are often less aware of their rights, the possible risks and consequences associated with the processing of their personal data.


Minors must be informed about which personal data from them are collected, what …

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GDPR: When am I processing high-risk personal data and when do I need to conduct a DPIA?

What is a DPIA?

When the personal data or the nature of the processing probably entails a high risk for the data subjects, the GDPR obliges you to carry out a risk analysis before the start of the processing, a so-called Data Protection Impact Assessment (DPIA).

A DPIA is …

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GDPR: when does it apply to my research?

The General Data Protection Regulation (GDPR) applies

  • when you (or your institution or organisation) process personal data in the framework of scientific research (e.g. collection, recording, classification, structuring, storage, adaptation or alteration, retrieval, consultation, use, etc.), regardless of the origin of the personal data
  • when you (or your institution or …
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GDPR: who are considered as vulnerable persons?

Sometimes mention is made of vulnerable natural persons in the context of the General Data Protection Regulation (GDPR).

  • minors
  • pregnant women
  • the elderly
  • people with mental disorders
  • asylum seekers
  • people with disabilities
  • ethnic minorities
  • the sick and patients

These are often persons who are legally incompetent, persons …

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GDPR: why is it important to comply with this legislation?

Protecting the rights and freedoms of data subjects

If you process personal data, your job is to protect the rights and freedoms of data subjects in accordance with the General Data Protection Regulation (GDPR).

For this you must evaluate the possible risks associated with the processing of personal data …

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Open Research Data Pilot and research data management for Horizon 2020 projects

What is it about?

Open data is data free to use, reuse, and redistribute. The Open Research Data Pilot of the European Commission aims to make research data generated by Horizon 2020 projects openly available. There are two main pillars to the pilot: developing a Data Management Plan (DMP) and …

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Research Data Management: What is RDM?

Research Data Management (RDM) is a broad term that encompasses all practices and actions to ensure that research data are secure, sustainable, and easy to find, understand and (re)use, not only during a research project, but also in the longer term. Taking proper care of data is an essential …

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The research data lifecycle: What is it?

The research data lifecycle is a key concept within Research Data Management (RDM). It describes the different stages research data go through before, during, and after a research project. Various data management activities take place within each stage of the data lifecycle, and the choices made in one stage influence …

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